Billing overview

Open Finance›Billing to review charges before invoicing. Charges can come from delivered support, travel, cancellations or manual adjustments. Delivered-support charges are generated from office approval. Review the charge and its warnings before including it on an invoice.

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Review the two queues

• Ready to bill contains charges that pass the current checks or have a current explicit confirmation.
• Needs attention contains charges with warnings. Open a charge to see the details and recommended source changes.

Switch between the tabs above the table. Search by participant, support or worker, filter by funding, or choose a service-date range. The counts beside the tabs show the queue sizes. A Complete billing setup notice identifies missing organisation details when relevant.

Select a shift charge to open Billing charge, or a manual charge to open Manual charge. Review its participant, service, quantity, rate and amount. Shift charges can also show an Edited time comparison. Correct delivered time and attendance in Scheduling; correct agreement, plan and contact information in the participant record. See Review billing warnings.

Confirm or archive a charge

A charge in Needs attention offers Confirm charge. This opens a second confirmation asking you to accept responsibility for overriding the listed warnings. Enter confirm, then select Confirm. The values are kept as reviewed and the charge moves to Ready to bill. A later material change can require a fresh review.

Both queues offer Archive for an open charge. Confirm Archive charge? to exclude it from current billing and budget totals while retaining its history. Archiving a charge does not remove worker pay or alter an issued invoice. A material change to the original service can produce a new charge for review.

Select charges to generate

Tick the charges you want in Ready to bill, then select Generate. Selecting the checkbox in the table header selects the visible charges. Review the proposed documents before confirming. Only your selected charges are included.

NDIA charges produce bulk claim documents and a downloadable claim CSV. Plan-managed and self-managed charges produce invoices grouped by participant, funding route and recipient. Find the generated documents in Invoicing, where you can review lines, download files, record payments and manage credits.

Use Add manual charge for an adjustment that is not tied to a shift. Include the budget and pricing evidence when adding it. See Add a manual charge.

Prepare the first billing cycle

1. Complete Invoicing settings and the organisation details named by Complete billing setup.
2. Check participant plan, funding, agreement, agreed support and invoice recipient information.
3. Review delivered assignments in Scheduling, including notes, attendance, breaks and travel, and approve them when ready.
4. Review the resulting Billing queues. Resolve errors at their source or deliberately acknowledge an unchanged warning through Confirm charge.
5. Select only the intended ready charges, preview Review billing, then generate. Billing stays open; inspect the issued output separately in Finance > Invoicing.

For a new shift, invoicing and payroll choices follow the workspace until the first actual clock-in. The shift then retains those choices for all its workers. Current workspace controls still determine which finance actions you can use now. Enabling invoicing later does not automatically turn work that started without it into new billable work.

Follow one charge through the cycle

For example, Jordan’s reviewed support for fictional participant Mavis can produce a care charge and a separate transport charge. Check each line’s service date and amount; the two rows do not mean the care was delivered twice. A charge in Needs attention needs its own warning review even when the assignment is approved.

Use the search and service-date filters to find those lines, open each one, then compare the support, worker, billable quantity and rate with the reviewed assignment. Tick only the intended ready lines for the next run. If transport should not be billed, archive that charge rather than reducing the care charge to hide it. After generation, verify the invoice in Invoicing; the Billing queue contains open charges, not a list of money received.